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Dryden Flight Research Center
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Welcome to…Welcome to…
Report Generation Report Generation ––Standard General Standard General
Ledger (SGL)Ledger (SGL)
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Welcome and Introductions
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�Change Discussions
�RWD SAP 4.6C
�Treasury Guidance for 224 (I TFM 2-5100)
�OMB Guidance for Consolidated Financial Statements (OMB Bulletin No. 01-09)
Course Prerequisites
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Course Objectives
• At the end of this course, individuals should be able to:
� Utilize SAP R/3 to generate reports
– Utilize Business Warehouse (BW) to generate reports
– Understand when and how to use some of the SGL reports offered in SAP R/3 and BW
– Access OLQR to aid in performing tasks related to report generation
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Benefits of Report Generation –Purchasing
� SAP and BW provide an automated means to:
� Display detailed reports
� Obtain transactional and analytical data respectively
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Course Schedule
Agenda Item Time (hr)
1. Introduction 00:15
2. Background 00:10
3. Topic 1: SAP R/3 Report Generation 01:00
4. Topic 2: BW Report Generation 00:30
5. Topic 3: Transaction Register 00:15
6. Topic 4: Trial Balance Report 00:20
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Course Schedule Continued
Agenda Item Time (hr)
7. Topic 5: GL Account Balance andException Reports 00:25
8. Topic 6: SF-224 - Statement of Transactions 00:15
9. Topic 7: Financial Statements 00:45
10.Course Summary 00:15
Total Course Time 04:00 hrs
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Course Structure
• Process Flows– Overview of key business processes and related
SAP concepts• Demonstrations
– Trainer-led examples of key SAP transactions• Exercises
– Real-life business tasks using Core Financial business procedures
• Training Course Feedback– Assessment of course effectiveness using the
on-line training course feedback form
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Course Tool: On-Line Quick Reference
• Purpose of the On-Line Quick Reference (OLQR) tool:
– Provide procedures, job aids, and Help content via the Intranet
– Assist during and after Instructor-Led Training (ILT) and Web-Based Training (WBT)
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Prepare Your Workspace
• Take a few minutes to prepare your training workspace:
– Review the reference materials; become familiar with the content
– Logon to SAP R/3
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Background Knowledge
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Background Knowledge
• Key definitions:
– Characteristics: An evaluation group, providing data set classification
– Characteristic values: The permitted values of a characteristic in the master data
– Drill down: To view more detailed information about the data contained in a report
– Key figures: Values or quantities
– Filter Cells: Contain characteristics that are used or may be used to select filters on
– List: The results of a report or the report’s output
– Parameters: Report parameters determine the layout features of the report, such as the page format of the report and the numeric format of the report data
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• Key definitions:– Query: A data evaluation based on the selection of
characteristics and key figures
– Results Area: The lower portion of the workbook that displays the result set from the query, along with column headers and subtotals by drill down characteristic, and grand totals
– Scope of List: Parameters that define scope of lists determine the information to be displayed in the list. Scope of list controls whether certain information is displayed with the item data
– Selection Criteria: Specified data to be included in a report
– Workbook: A Microsoft Excel file with several worksheets
Background Knowledge
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Background Knowledge
Old system:• Center specific reporting
tools
• Data redundancy and inconsistent information
SAP/BW system: • Agency wide standard for
reporting
• Standardized information and processing and recording of financial events efficiently
Differences between the previous system and SAP/BW:
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Topic 1
SAP R/3 Report Generation
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Topic 1: Overview
• SAP Report Generation
– Transactional data or current day’s data
– Features/capabilities of SAP R/3 reporting function
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Topic 1: Objectives
• Upon completion of the SAP Report Generation topic, individuals should be able to accomplish the following:
– Select criteria and save a variant
– Drill down
– Display layouts
– Print and export to Excel
– Run a report in the background
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Topic 1: Display List of Vendors
SAP R/3 Report: Display List of Vendors
� Multiple selection button� Single values� Range of values
� Save as a variant button� Execute button
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Demonstrations and Exercises Introduction
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Demonstrations and Exercises
• Select Criteria
• Drill down
• Display Layout
• Print and Export a Report
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Topic 1: Running a Report in the Background
Menu path to execute a report in the background
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Topic 1: Running a Report in the Background
Output parameters to report in the background
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Topic 1: Debrief
• Select criteria– Restricting the report– Saving a variant when appropriate
• Drill down– Accessing detailed reports and source documents
• Display layout– Navigating through the report – Utilizing sorting and summation features
• Print and export a report– Choosing from various print options– Exporting to Excel to format, save, and/or print
• Run a report in the background– Processing reports without tying up a session or opening multiple
session
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Topic 2
BW Report Generation
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Topic 2: Overview
• BW Report Generation
– Combines data across functional area
– Accepts non-SAP data
– Allows end-user to access and format data from a web browser
– Presents data in another application
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Topic 2: Objectives
• Upon completion of the BW Report Generation topic, individuals should be able to accomplish the following:
– Logon to BW– Select the applicable query– Sort the report– Drill down– Format the report– Attach and remove a chart– Print and save the report as a web page– Export the data to an Excel workbook
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Topic 2: Payment Methods
• Initial BW screen
– Menu tree contains all BW reports by functional area
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Demonstrations and Exercises Introduction
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Demonstrations and Exercises
• Running a BW Query from a Web Browser
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Topic 2: Debrief
• Features of BW
– Select criteria
– Filter the report
– Sort the report
– Drill down to greater detail
– Hide a column
– Attach a chart
– Print and save a report as a web page
– Export a report to Excel
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Topic 3
Transaction Register
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Topic 3: Overview
• Transaction Register
– Displays daily transactions
– Run on demand by the Management Information Generator
– Analyzed by the Financial Information Analyst
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Topic 3: Objectives
• Upon completion of the Transaction Register topic, individuals should be able to accomplish the following:
– Describe uses of the Transaction Register
– Define the process for accessing the Transaction Register in SAP
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Topic 3: Transaction Register
• Transaction Register
– Enables the end-user to verify that transactions were posted correctly
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Topic 3: Transaction Register
• Standard Selection Criteria– Fiscal year– Posting period– Posting date– Entry date– User name– Reference document number– Company code– Fund
• Dynamic Selection
– Actual line item table for US Federal Government• Business area
• Cost center
• WBS element
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Topic 3: Transaction Register
Fund
Reference Document Number
GL Account
Debit Amount
Credit Amount
Total Activity
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Topic 3: Debrief
• Upon completion of the Transaction Register topic, individuals should now be able to accomplish the following:
– Define uses of running the Transaction Register
– Process for accessing the Transaction Register in SAP
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Topic 4
Trial Balance
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Topic 4: Overview
• Trial Balance
– Displays beginning balance, debit and credit balances for transactions during the period, and ending balances for each GL account
– Run on demand by the Management Information Generator
– Analyzed by the Financial Information Analyst
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Topic 4: Objectives
• Upon completion of the Trial Balance topic, individuals should be able to accomplish the following:
– Describe uses of the Trial Balance
– Define the process for accessing the Trial Balance in SAP
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Topic 4: Trial Balance
• Trial Balance
– Most useful at month or year-end, as it aids in validating the relationship between budgetary and proprietary accounts.
• Selection Options
– Fiscal year
– Company code
– Period
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Topic 4: Trial Balance
GL account
Beginning balance
Debits and Credits for the period
Ending balance
Total debits and credits for
Budgetary and Proprietary GL
accounts
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Topic 4: Debrief
• Individuals should now be able to accomplish the following:
– Describe uses of the Trial Balance
– Define the process for accessing the Trial Balance in SAP
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Topic 5
GL Account Balance and Exception Reports
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Topic 5: Overview
• GL Account Balance and Account Balance Exception Reports
– GL Account Balance Report
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Topic 5: Objectives
• Upon completion of the GL Account Balance and Exception Reports topic, individuals should be able to accomplish the following:
– Describe uses of the GL Account Balance and Exception Reports
– Define the process for accessing the GL Account Balance and Exception Reports in SAP
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Topic 5: GL Account Balance and Exception Report
• GL Account Balance and Exception Report
• Selection criteria– GL account
– Company code
– Fiscal year
– Business area
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Topic 5: GL Account Balance Report
GL account
Period
Debits and Credits to GL account for
each period
Balance and Cumulative Balance
for each period
Total GL account balance
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Topic 5: GL Account BalanceException Report
GL account number and
name
Debits and Credits to GL account
GL Account Balance
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Topic 5: Debrief
• Individuals should now be able to accomplish the following:
– Describe uses of the GL Account Balance and Exception Reports
– Define the process for accessing the GL Account Balance and Exception Reports in SAP
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Topic 6
SF-224 - Statement of Transactions
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Topic 6: Overview
• SF-224 - Statement of Transactions
– Generated at month end after the completion of specific month-end processes
– The Management Information Generator produces this report, which is then analyzed by the Financial Information Analyzer
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Topic 6: Objectives
• Upon completion of the SF-224 - Statement of Transactions topic, individuals should be able to accomplish the following:
– Describe uses of the SF-224
– Define the process for accessing the SF-224 in SAP
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Topic 6: SF-224 Report
• SF-224 Report
– Reflects direct and reimbursable program activities by appropriation, fund, and receipt accounts
– Used for external reporting to Treasury
• Selection criteria
– Fiscal year
– Company code
– Business area
– Period
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Topic 6: SF-224 Report
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Topic 6: Debrief
• Individuals should now be able to accomplish the following:
– Describe uses of the SF-224
– Define the process for accessing the SF-224 in SAP
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Topic 7
Financial Statements
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Topic 7: Overview
• Financial Statements
– There are five financial statements that reflect the overall financial position of the Agency. They can be generated at the Center or Agency level:
• Balance Sheet
• Statement of Net Cost
• Statement of Changes in Net Position
• Statement of Budgetary Resources
• Statement of Financing
– Report Painter reports
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Topic 7: Objectives
• Upon completion of the Financial Statements topic, individuals should be able to accomplish the following:
– Describe uses of the five Financial Statements
– Define the process for accessing Financial Statements in SAP
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Topic 7: Financial Statements
• Financial Statements
– Agency
• Produced by the External Information Generator and Management Information Generator
• Legally required by the OMB
• Independently audited
– Center
• Produced by the Management Information Generator
• Used for internal purposes
• Not audited
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Topic 7: Financial StatementsBalance Sheet
• Balance Sheet
– Presents the assets, liabilities, and net position of the reporting entity
– Must be manually adjusted to a two-column report in order to meet government regulations.
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Topic 7: Financial StatementsBalance Sheet
Business areas
Assets
Items Current FY Previous FY
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Topic 7: Financial StatementsBalance Sheet
Liabilities
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Topic 7: Financial StatementsStatement of Net Cost
• Statement of Net Cost
– Shows the separate components that comprise the net cost of operations for the period.
– Provides information that can be related to the outputs and outcomes of the various programs and activities.
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Topic 7: Financial StatementsStatement of Net Cost
Business areas
Items Current FY Previous FY
Program Sub-totals
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Topic 7: Financial StatementsStatement of Net Cost
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Topic 7: Financial StatementsStatement of Changes in Net Position
• Statement of Changes in Net Position
– Displays changes in two components during the reporting period:
• Cumulative Results of Operations
• Unexpended Appropriations
– Values used in this statement are also reported in other financial statements
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Topic 7: Financial StatementsStatement of Changes in Net Position
Business areas
Items Current FY Previous FY
Sub-totals
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Topic 7: Financial StatementsStatement of Changes in Net Position
Ending Balances
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Topic 7: Financial StatementsStatement of Budgetary Resources
• Statement of Budgetary Resources
– Provides information about the way in which budgetary resources were made available as well as their status at the end of the period
– Should be consistent with information reported in other sources:
• Report on Budget Execution and Budgetary Resources (SF-133)
• Budget of the United States Government
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Topic 7: Financial StatementsStatement of Budgetary Resources
Items Current FY Previous FY
Business areas
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Topic 7: Financial StatementsStatement of Budgetary Resources
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Topic 7: Financial StatementsStatement of Financing
• Statement of Financing
– Shows the reconciliation of the proprietary accounts to the budgetary accounts (obligations to costs)
– Reports any transactions that may not be fully represented on either the budgetary or proprietary sides.
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Topic 7: Financial StatementsStatement of Financing
Items Current FY Previous FY
Business areas
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Topic 7: Financial StatementsStatement of Financing
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Topic 7: Debrief
• Individuals should now be able to accomplish the following:
– Describe uses of the five Financial Statements
– Define the process for accessing Financial Statements in SAP
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End of Course Review
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Review Objectives & Expectations
• Everyone here should now be able to:– Utilize SAP R/3 and BW for reporting
requirements
– Understand when and how to use some of the SGL reports offered in SAP R/3 and BW:
• Transaction Register
• Trial Balance
• GL Account Balance and Exception Reports
• SF-224 – Statement of Transactions
• Financial Statements
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Available Resources
• SAP Practice Training Instance
• OLQR
• Super-users within each department
• Job Aids
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Extra Practice - SAP Training Instance
• Use data from course training guide to practice transactions
The training database provides a “safe” environment to develop and practice skills without
affecting production.
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Congratulations!
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Training Course Feedback
• The on-line training course feedback will: – Assess the effectiveness of the instruction and training
materials for the course
• To access the feedback form:– Launch your Web Browser
– Enter the following URL address: http://www.zoomerang.com/recipient/survey-intro.zgi?ID=S92WBAWLSKWA&PIN=994RHHDW8RK7
– Complete and submit feedback by following the directions within the on-line form
